Metropolitan Housing Trust Ltd: Property services consultancy project - Stock Conditioning

UK-London: Building consultancy services.

Section I: Contracting Authority

   I.1) Name, Addresses and Contact Point(s):
       METROPOLITAN THAMES VALLEY HOUSING
       The Grange, 100 High Street, Southgate, London, N14 6PW, United Kingdom
       Tel. +44 2035354295, Email: Jumaa.sudi@mtvh.co.uk
       Contact: Jumaa Sudi
       Main Address: https://www.mtvh.co.uk/, Address of the buyer profile: WWW.MTVH.CO.UK
       NUTS Code: UKJ

   I.2) Joint procurement:
      The contract involves joint procurement: No          
      In the case of joint procurement involving different countries, state applicable national procurement law: Not Provided
      The contract is awarded by a central purchasing body: No

   I.4)Type of the contracting authority:
      Body governed by public law

   I.5) Main activity:
      Housing and community amenities

Section II: Object Of The Contract

   II.1) Scope of the procurement

      II.1.1) Title: Property services consultancy project - Stock Conditioning            
      Reference number: 2022-2023-039

      II.1.2) Main CPV code:
         71315200 - Building consultancy services.


      II.1.3) Type of contract: SERVICES

      II.1.4) Short description: MTVH desires to have a proactive relationship with the supplier, ensuring a timely, effective, and accurate service. Monitoring the performance of the supplier and assessing the health of the working relationship are key requirements, with a twofold purpose: •To ensure that the supplier is meeting the performance criteria, e.g., the service levels and quality, defined in the contract •To develop a collaborative approach when identifying service improvement opportunities that benefit our residents Account management is therefore valued very highly. Some requirements for MTVH of this include: •A dedicated account manager operating as a single point of contact for MTVH, who will allocate work out proactively across the various teams within their organisation •Team charts provided to MTVH, so we are aware of the different teams and their members across, e.g., Stock Condition, roof drone surveys etc. •A dedicated telephone line for Stock Condition surveys •Ensure the use of mobile devices i

      II.1.6) Information about lots
         This contract is divided into lots: No
         
            

   II.2) Description

      II.2.2) Additional CPV code(s):
            70333000 - Housing services.
            71315200 - Building consultancy services.
            71315300 - Building surveying services.


      II.2.3) Place of performance
      Nuts code:
      UKG - WEST MIDLANDS (ENGLAND)
      UKF - EAST MIDLANDS (ENGLAND)
      UKH - EAST OF ENGLAND
      UKK - SOUTH WEST (ENGLAND)
      UKJ - SOUTH EAST (ENGLAND)
      UKC - NORTH EAST (ENGLAND)
      UKD - NORTH WEST (ENGLAND)
   
      Main site or place of performance:
      WEST MIDLANDS (ENGLAND)
      EAST MIDLANDS (ENGLAND)
      EAST OF ENGLAND
      SOUTH WEST (ENGLAND)
      SOUTH EAST (ENGLAND)
      NORTH EAST (ENGLAND)
      NORTH WEST (ENGLAND)
             

      II.2.4) Description of the procurement: MTVH desires to have a proactive relationship with the supplier, ensuring a timely, effective, and accurate service. Monitoring the performance of the supplier and assessing the health of the working relationship are key requirements, with a twofold purpose: •To ensure that the supplier is meeting the performance criteria, e.g., the service levels and quality, defined in the contract •To develop a collaborative approach when identifying service improvement opportunities that benefit our residents Account management is therefore valued very highly. Some requirements for MTVH of this include: •A dedicated account manager operating as a single point of contact for MTVH, who will allocate work out proactively across the various teams within their organisation •Team charts provided to MTVH, so we are aware of the different teams and their members across, e.g., Stock Condition, roof drone surveys etc. •A dedicated telephone line for Stock Condition surveys •Ensure the use of mobile devices are used for any survey •A live central file/shared file/spreadsheet or PowerBi dashboard equivalent, so information can be accessed quickly, and residents’ queries can be answered promptly •Effectively work with MTVH’s existing asset management software Promaster and Keystone and new Northgate (NEC) •Clear and logical process agreed upon regarding ‘no access’ to properties •Fortnightly/monthly operational meetings with key personnel consistently attending and updating clients live project spreadsheet on a regular basis •Quarterly Supplier Relationship Management (SRM) meetings with wider organisational stakeholders The primary scope of services includes: 1.Completing an annual stock condition survey programme of 57,094 units - 1/5th every year (dwellings, flats, maisonettes and other), comprising of 3,791 blocks. 2.Providing and maintaining an up-to-date report detailing the methodology and quality control measures followed during the collation and validation of stock condition dates. 3.Providing on request a summary report detailing the findings of the stock condition survey commissions to demonstrate outcomes and validation. 4.Completing stock condition surveys of vacant blocks and dwellings on newly developed properties before occupation. 5.Maintaining IT hardware and software to the required specification to maintain the capability of completing stock condition survey programmes and the transfer of data to MTVH systems. 6.To install an IT interface with MTVH New Asset Management Database (Currently using Promaster/Keystone which will be integrated into Northgate NEC) to allow for real-time data transfer of information. This option will be explored with the winning bidder to improve data transfer, reduce administration, and achieve efficiencies. 7.Carrying out the roof drone surveys and producing reports and recommendations including images.

      II.2.5) Award criteria:
      Quality criterion - Name: 60% / Weighting: 60%
                  
      40% - Weighting: 40%
            

      II.2.11) Information about options
         Options: No
         

      II.2.13) Information about European Union funds
         The procurement is related to a project and/or programme financed by European Union funds: No
         

      II.2.14) Additional information: Not Provided


Section IV: Procedure

IV.1) Description

   IV.1.1)Type of procedure: Restricted


   IV.1.3) Information about a framework agreement or a dynamic purchasing system
      The procurement involves the establishment of a framework agreement: No       
      A dynamic purchasing system was set up: No

   IV.1.6) Information about electronic auction
      An electronic auction has been used: No

   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: No

IV.2) Administrative information

   IV.2.1) Previous publication concerning this procedure
       Notice number in the OJEU: 2023/S 000-005101
      
   

   IV.2.9) Information about termination of call for competition in the form of a prior information notice
      The contracting authority will not award any further contracts based on the above prior information notice: No

Section V: Award of contract

Award Of Contract (No.1)

   Contract No: Not Provided    
   Lot Number: Not Provided    
   Title: Not Provided

   A contract/lot is awarded: No

   V.1) Information on non-award
      The contract/lot is not awarded
            Other reasons (discontinuation of procedure):
            Notice reference (year and document number): 2023 - 005101

Section VI: Complementary information

   VI.3) Additional information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
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   VI.4) Procedures for review

      VI.4.1) Review body
          Metropolitan Housing trust
          The Grange, 100 High Street, Southgate, London, N14 6PW, United Kingdom
          Email: jumaa.sudi@mtvh.co.uk

      VI.4.3) Review procedure
         Precise information on deadline(s) for review procedures: Not Provided

      VI.4.4) Service from which information about the review procedure may be obtained
         Not Provided

   VI.5) Date of dispatch of this notice: 31/05/2024